It is important to establish an order that keeps the discussion focused and productive when holding a remote board meeting. It’s easier to keep the discussion on track when participants have a clear agenda. It is also useful to email the agenda and any documents that go along with it to the attendees via an encrypted board portal prior to the meeting so that they can make notes, add items, and review the agenda before the meeting begins.
Distractions should be minimized to ensure an efficient remote board meeting. Ideally, attendees should take the call in an uncluttered he has a good point office or home location that doesn’t have numerous distracting sounds. This decreases the chances that they’ll lose focus and miss important details being discussed during the meeting.
It’s also recommended to ask participants to turn off their microphones when they are not speaking to further decrease background noise that can distract during the meeting. The designated minute-taker must record all motions in writing and record who made the motion as well as who seconded it. This is important to maintain a clear record that can be used as a reference for legal purposes in the future.
In addition, it is important to stick to the time limits you set for each agenda item to prevent the meeting from running unnecessarily. You can further promote efficient meetings by encouraging attendees to use parking spaces for impromptu topics so that they do not distract from the main discussion.